Office Manager - Part-time

RECRUITMENTiQ is working in partnership with a membership organisation, we're currently looking to recruit a part-time Office Manager.Job DescriptionWe require an Office Manager with excellent administrative abilities and IT skills to assist in the full range of administrative duties required to support the Order and its membership. The successful candidate will be flexible within the role to complete any tasks which may arise from time to time.The Office Manager works closely with and reports to the Grand Secretary and the role requires excellent written and oral communication skills with the ability to work well with minimal supervision.The day to day activities can vary depending on the needs of the day and the immediate requirements ahead. The critical activities in the office require excellent IT skills, using MS Microsoft365 and cloud-based applications to an appropriate level. For example:Use MS Word with ease to create well-formatted letters and reports, able to use the Mail Merge feature to produce individually targeted emails or letters.Use MS Excel with relative ease able to create suitable formulas, and work with the database functionality easily; for example, able to apply filters and sort data to be able to produce meaningful, targeted output, for use in MS word’s mail merge.Confidently able to use business-class cloud-based applications. We use PayPal, White Fuse (an online membership system), Xero (accounting system), BT Cloud-Phone.This is an exciting opportunity to work in a membership organisation that is seeking to continually improve its operations while still reflecting the traditional values expected by its members. You will be actively participating in defining and implementing clear processes and procedures reflecting a long-established organisation, operating in a modern environment.The Organisation  We are one of the oldest Masonic Orders having been established in Edinburgh mid-18th Century. It draws its membership from Freemasons throughout the world and has its headquarters in Edinburgh.There are around 15,000 members throughout the world who are governed and managed by the Grand Lodge. A Grand Secretary is appointed to manage all the operational activities on behalf of the Grand Lodge.The Grand Secretary has full responsibility for the operational activities of Grand Lodge and has the authority to introduce new systems and processes that support an effective and efficient Membership Organisation.Are you the right type of person?The role does not require any background or knowledge of Freemasonry. What is required is an enthusiasm to assist the Grand Secretary managing a worldwide membership organisation of circa 15,000 members of which 900 are directly managed by the Office and remainder through the 90 branches of the organisation, which report to the Grand Secretary.The successful candidate will be managing the full administrative duties required to support the Order. You will appreciate the need to be flexible within the role to get tasks and activities completed which may arise from time to time.You will be expected to actively assist the Grand Secretary to continuously improve the operations of the Order, by challenging how things are currently done; suggesting better ways of achieving a particular outcome; understand how processes work and the supporting activities that could be improved.The role requires that decisions be taken that are consistent with the policy and framework provided and independently communicated by you when required, you will be able to complete tasks with minimal supervision.It is expected that the Office Manager will be able to develop their knowledge and skills using on-line training and where necessary. We will fund specialist courses.EssentialAble to use key Microsoft365 applications.Use of MS Word, able to use styles, templates and tables.Use of MS Excel, able to construct electronic forms, use database functions and formulas.Develop ideas that deliver outcomes to benefit the organisation.Demonstrate ability to manage and prioritise workload.Excellent oral and written communication (e.g. emails and letters).Flexible and a team player with good interpersonal skills.Ability to evaluate processes and outcomes and suggest improvements.Able to try out new ways of working.Self-motivated with the ability to work on their own in an office.Committed to personal development.Organising travel for members of the Royal Order of Scotland when they require to represent the Order out of Edinburgh.Assist with planning events.Manage the online filing system.Managing office supplies to function efficiently.DesirableAble to think “outside the box” to deliver improvements in the way the office operates. IT courses successfully completed e.g. on Cloud-based applications or Microsoft365 applications.Improved the way an office works.Highlight training opportunities to improve personal skills.Understand how to use technology to deliver better outcomes.Able to work with people to improve the way we work.Innovative and enthusiastic to improve processes and systems.Managing diaries and activities, for key individuals within the organisation.Create an effective and robust method of migrating fully from a paper-based system to an online one.Application Any person who believes they can fulfil the requirements of the job are invited to apply to enclose the following details:Your CVA statement about why you feel you are suited to this role.You must confirm that you have access to a PC with MS Microsoft365 as, prior to the interview, you will be sent a short exercise to complete that will require access to Word and Excel.What will happen after submitting your application?Please note that all communication will be by email and it is therefore essential that you provide a suitable email address.You will be informed if you have been selected for the next stage of assessment.Prior to the interview, you will be sent assessment exercises, using MS Word and MS Excel, to complete. It is important that your application confirms that you have access to a PC that will enable you to join the video conference and complete a few exercises using the applications mentioned.1st stage interviews will be held via zoom on Monday 6th December.Pay: c£16 per hour, dependent on experience and capability.Location: Edinburgh. This is an Office-based job with the potential to work from home on occasion.Hours: 16 to 20 hours spread over 4 to 5 days